February 27, 2008

Incident AcquisitionManagement

National Logistics Workshop

Reno, Nevada

March 18, 2008

Discussion Items

Contract Administration Contracting Officer’s

Representatives (COR’s)

National Contracts National Solicitation Plan

for Competitive EERA’s/I-BPA’s

VIPR

Contract Administration

Use of contractors has increased dramatically

IMT’s have responsibilities for contract administration, particularly for contracts supporting operations and logistics

Essential to adequately monitor contracts to insure compliance and evaluate performance

COR Certification Requirements

Current requirements for COR certification in the Forest Service are still applicable.

Now and continuing? COR’s must have training and resumes entered in ACMIS by June 30 (initially)

Future? Increased training More Future? Program managers must have

training and resumes in ACMIS WHEN? Still waiting….

Contracting Officer’s Representative Task Force (National Contracts)

FAM and AQM chartered a task force led by Mike Lohrey.

Task force delivered their report in March, 2007, with recommended alternatives

FAM and AQM recently distributed the report along with identifying the alternative selected.

Recommendations Accepted

Adopt standard national structure Identify national program manager Identify number and level of certified

COR’s needed and the contingent of inspectors

Include Administrative Contracting Officers (ACO’s) where appropriate

Next Steps to Implement

Identify available training and determine what more is needed

Determine which national contracts will have ACO’s

Analyze national contracts and determine number and type of adequate COR’s

Identify National Program Managers Develop process for insuring COR’s are

certified

National Contracts

Mobile Food and Shower Services Type 2 IA Firefighter Crews Retardant Helicopters Large Airtankers Smokejumper Aircraft

Establishing EERA Policy

To meet USDA OIG Audit objectives & decrease cost:

• FAR based

• Best value driven

• Consistent nationally

EERA Process Changes FY 2007 - 2010

Competitive Solicitation Plan

National Solicitation Templates Cascading Set-Aside

Uniform Equipment Inspections

Standardized Performance Evaluations

New Name for Preseason Agreements

National Solicitation Plan for Competitive EERAs/I-BPAs

Competition phase-in over 4 years Solicitations cover 3 year period FY 2008 competitions:

• Faller module

• GIS unit

• Mobile laundry

• Clerical office support

• Tent

• Mechanic w/ service truck

• Refrigeration trailer

National Solicitation Templates

Standard equipment specifications (CETG) Best Value award

• Reasonable Price

• Pass / Fail• Past Performance

• Qualified Personnel

• Minimum Equipment Standards

Priority Dispatch• Choosing by Advantages criteria

• Determines a value / $

Cascading Set-Aside Method of Award and Ranking on

Dispatch Priority List New Process

• Allows issuance of one solicitation with multiple levels of set-aside for small business preference programs.

• Complies with preference order as established by the FAR.

• 8(a) (sole-source or set-aside)

• HubZone

• SDVOSB

• Small Business

• Approved by OGC

Uniform Equipment Inspections

National consistency as to what equipment is inspected to what degree

Balancing risk and cost, case by case

Pre-award, preseason, random or no inspection

CETG

Standardized Performance Evaluations

• Contractor Performance System (CPS)

• Required by USDA

• Available government-wide – facilitate Interagency use

• Better suited for equipment (v. crew form)

• Evaluations performed by Fire – Supervisor of equipment at incident• Put new form in your kit

• Input into CPS by AQM personnel

Preseason Incident BPA

I-BPA: • Preseason

• Non-emergency

• SF-1449

EERA:

• At-incident

• Emergency

• OF-294

VIPR - High Level ScopeIs an Acquisition systemAll preseason incident procurement

instruments

•Preseason Incident BPAs

•Aviation contracts

•National contractsFront-end load Dispatch (ROSS) &

Payment Systems

Component of Incident Business Solutions (IBS)

Reuse Data Throughout

VIPR ROSSISuite or

ABSPayment Centers

Financial SystemsE

SB

Data is front-loaded for use by downstream

systems without re-entry

Cost AvoidanceForest Service

Estimated Cost Avoidance $12.8 million/yr

Staffing Cost Avoidance - $4.8 M/yr$ 3.4 M/year – AQM

$ 1.3 M/year – Payments $ .1 M/year – Dispatch

Competitive EERA/I-BPA - $8 M/yr $ 8M/yr – Lower prices through competitive solicitation*

*Based on 8% of estimated $100M spent on EERA’s during average $1B fire year

VIPR Phased ReleasesVersion 1.0: Nov 2008

Preseason Incident BPA• Create solicitations • Vendor response• Award agreement• Create Priority Dispatch

List

Data migration from EaTIS to VIPR

Deferred to Future Releases

Integration with ROSS Tracking of vendor training/

qualifications (TBD)

Aviation contracts National contracts Interagency capabilities

Summary Points

Important of Contract Administration

COR Task Force and Certifications

National Contracts

National Templates for I-BPA’s / EERA’s VIPR

Questions?

Susan Prentiss, Branch Chief, Incident Support, AQM

March 18, 2008

http://fsweb.wo.fs.fed.us/aqm/incident